In exercise of the powers conferred by Section 47 1 of the Indian Maritime University Act,

REGD. No. D. L.-33004/99 The Gazette of India CG-TN-E-01042024-253475 EXTRAORDINARY PART III—Section 4 PUBLISHED BY AUTHORITY No. 218] NEW DELHI, THURSDAY, MARCH 28, 2024/CHAITRA 8, 1946 2321 GI/2024 (1) INDIAN MARITIME UNIVERSITY NOTIFICATION Chennai, the 12th March, 2024 No. IMU/HQ/ADM/Notification/2024/01.—In exercise of the powers conferred by Section 47 (1) of the Indian Maritime University Act, 2008 (22 of 2008), the following Notifications are published for general information: +------+---------------------------------+-----------------------------------+-------------------------------------+ | S.No | Statute/ Ordinance/ | Description | Executive Council/Planning Board | | | Notification | | Resolution | +======+=================================+===================================+=====================================+ | 1 | Statute 16 (1) (k) | Membership, Constitution, Quorum | Executive Council Resolution No.EC | | | | and Tenure of the Planning Board. | 2023-73-06 dated 07-09-2023. | +------+---------------------------------+-----------------------------------+-------------------------------------+ | 2 | Regulation 01 of 2024 | Regulation for the conduct of | PB 2023-10-03 dated 22.02.2023 and | | | | Planning Board Meeting. | EC 2023-73-06 dated 07.09.2023. | +------+---------------------------------+-----------------------------------+-------------------------------------+ Note: In case of discrepancy between English and Hindi version of this document, the English version shall prevail. Amended Statute 16 (1) (k) [EC-2023-73-06 dated 07.09.2023] Amended Statute 16 (1) (k) 16 (1) (k) "One Vice-Chancellor of any Technical University, present or former (or) one Director of IIT/NIT, present or former, to be nominated by the Visitor on the recommendation of the Planning Board from among the panel of 3 names." Regulation 01 of 2024 [PB Resolution No. PB 2023-10-03 dated 22-02-2023 and EC 2023-73-06 dated 07.09.2023] Regulations for the conduct of the meetings of the Planning Board 1. Membership The Planning Board shall consist of the following members, namely: - a) the Vice-Chancellor, who shall be the Chairperson ex officio; (b) the Pro-Vice-Chancellor ex officio; (c) the Secretary, Department of Ports, Shipping and Waterways, in the Government of India or his nominee not below the rank of a Joint Secretary ex officio; (d) the Secretary, Ministry of Defence in the Government of India, or his nominee not below the rank of a Joint Secretary ex officio; (e) the Director-General of Shipping, Department of Shipping, in the Government of India ex officio; (f) the Financial Adviser, Department of Ports, Shipping and Waterways, in the Government of India, or his nominee not below the rank of a Joint Secretary ex officio; (g) two members to be nominated by the Visitor having special knowledge and/ or practical experience in respect of maritime - education, industry, science or technology and other related subjects on the recommendation of the Vice- Chancellor out of a panel of at least six persons; (h) one Dean of Schools of Studies nominated by the Vice-Chancellor by rotation on the basis of seniority; (i) one Director of the University Campus nominated by the Vice-Chancellor by rotation on the basis of seniority; (j) one Principal of the affiliated colleges nominated by the Planning Board by rotation; and (k) One Vice-Chancellor of any Technical University, present or former (or) one Director of IIT/NIT, present or former, to be nominated by the Visitor on the recommendation of the Planning Board from among the panel of 3 names. Provided that the members nominated under sub-clauses (e) to (i) above shall, as far as practicable, be drawn from different faculties. (1) The Registrar shall be the ex officio Secretary of the Planning Board. 2. Tenure of Members a. The members of the Planning Board other than ex-officio members shall hold office for a term of three years. b. The 3-year tenure of a nominated Member shall commence from the date of written intimation regarding his nomination by IMU. c. The term of a member appointed to a casual vacancy shall be the residue of the term for which the person of whose place he fills would have been a member. 3. Number of meetings There shall be at least one meeting of the Planning Board in a calendar year. 4. Convening of meetings a. The Vice Chancellor, in his capacity as ex-officio Chairperson of the Planning Board, shall convene the meetings of the Planning Board. b. The Vice Chancellor may also convene a special meeting if a request is made in writing by at least six members of the Planning Board. c. The meetings of the Planning Board shall be held at Chennai. They may also be held at such other places in India if the Vice Chancellor deemed it fit. d. A meeting may be convened on any day excluding a National Holiday. e. The Vice Chancellor shall have the right to cancel or postpone a meeting for valid reasons to be communicated to all the members. 5. Notice of the meetings a. The Registrar shall issue a notice of the meeting to all the members of the Planning Board by giving at least fourteen days' time ordinarily. Provided that an urgent meeting of the Planning Board may be convened by giving a shorter notice of not less than three days' time for valid reasons to be communicated to all the members. b. Notice for every meeting shall be given to every member by hand/post/e-mail. For computing 'notice time', the date on which it is sent by e-mail shall be the criterion. 6. Quorum a. Four members of the Planning Board shall form the quorum for a meeting. b. No business should be transacted when the quorum is not present. c. No member can depute a nominee to attend the meeting unless he is expressly authorised to do so as per Statute 16(1). d. The Vice Chancellor may invite any expert as 'Special Invitee' to attend the meeting but such person shall not be counted for the purposes of quorum and shall not be eligible to vote. 7. Presiding over meetings a. The Vice Chancellor, in his capacity as ex-officio Chairperson of the Planning Board, shall preside over the meetings. b. If the Vice Chancellor is unable to attend the meeting for any reason, then the Pro-Vice Chancellor, or in the absence of both, any other member chosen by the members present at the meeting shall preside. 8. Attendance and Leave of absence a. The Vice Chancellor may grant leave of absence to a member not present in the meeting and such leave of absence shall be recorded in the minutes of the meeting. b. An Attendance Register containing the names and signatures of the members present at the meeting shall be maintained by the Registrar. c. Every member who attends the meeting apart from the Vice Chancellor, the Registrar and the Special Invitees, if any, shall sign the attendance register at that meeting. d. The Attendance Register shall be kept in the custody of the Registrar and shall be maintained for a period of at least five years. 9. Agenda Items and Notes a. The Vice Chancellor, in his capacity as ex-officio Chairperson of the Planning Board, shall decide the Agenda Items for the meeting. b. Each Agenda Item requiring approval at the meeting shall have an Agenda Note setting out the details of the proposal, its scope and implications (administrative, financial, legal etc. wherever applicable), the nature of interest, if any, of a member, duly supported by copies of the relevant documents. The Agenda Notes shall be prepared by the Registrar and got approved by the Vice Chancellor before it is sent to the members. c. The pages of the Agenda Notes shall be consecutively numbered and the Registrar shall initial every page by way of authentication. d. The Agenda Notes for the meeting shall be ordinarily sent at least 7 days prior to the date of the Planning Board meeting. e. The Agenda Notes for the meeting shall be given to every member ordinarily by e-mail only. The Agenda Notes may also be sent by post if a member makes a specific request. However, hard copies of the complete Agenda Notes will be placed on the table of each member. For computing the time, the date on which the Agenda Notes are sent by e-mail shall be the relevant criterion. f. Notwithstanding sub-para 'd' above, if the Vice Chancellor considers that any Agenda Item is urgent or important, he may direct the Agenda Notes to be sent even after the seven-day deadline or even place it on the table at the time of the meeting. Similarly, where the Vice Chancellor considers that an Agenda Item is sensitive or confidential and it would not be prudent to circulate it in advance, he may cause it to be placed on the table at the time of the meeting. g. If the Planning Board considers that the Agenda Note of a certain item is incomplete or that the time for mulling over the issues is inadequate, it can defer the Agenda Item to the next meeting. h. If the Vice Chancellor considers that a particular Agenda Item is contentious and is consuming a disproportionate amount of time at the meeting with no decision being reached or that the Agenda Note is defective, he may defer the Agenda Item to the next meeting. i. Each Agenda Item shall be numbered as follows: PB (Calendar year) - (Number of the Planning Board meeting) - (Serial number of the Agenda Item). For example, the tenth Agenda Item of the 9th Planning Board Meeting held on 24.09.2021 shall be numbered as 'PB 2021-09-10'. 10. Decision Making a. Ordinarily, all decisions of the meeting shall be by the consensus of all members. Where warranted, the Chairman may put a motion to vote and the resolution shall be passed on simple majority. In case of a tie, the Chairman shall have a casting vote. b. The name(s) of the member(s) who dissented or abstained from the resolution shall be recorded with the reasons, if any, in the minutes of the meeting. c. The name(s) of the member(s) who recused themselves from the discussion due to their interest in a particular Agenda Item shall be recorded in the minutes of the meeting. 11. Minutes of the meeting a. The Registrar shall prepare and circulate the minutes of the meeting with the approval of the Vice Chancellor. b. The minutes shall record the names of the members present in the meeting, the names of the members who were granted leave of absence, the names of the Special Invitees, if any, who attended the meeting. c. Apart from the resolution/decision, the minutes may contain a fair and correct summary of the deliberations. In case of major decisions, the rationale thereof shall also be indicated. Where any earlier resolution/decision is superseded or modified, the minutes shall contain a reference to such earlier resolution/decision. The minutes shall be based only on the actual deliberations that took place in the course of the meeting, and not on the basis of any written communications that may have been received from absentee members. d. The pages of the minutes shall be consecutively numbered and the Registrar shall initial every page to guard against tampering of the minutes in any manner in the future. e. The minutes of the meeting shall be sent by e-mail to all the members of the Planning Board (including those who were absent) ordinarily within 15 days from the date of the meeting but not later than 30 days. f. The minutes of the meeting shall be sent by e-mail as well as by post to the Chancellor and the Visitor. g. The errata, if any, to the minutes may be issued by the Registrar with the approval of the Vice Chancellor before the date of the next meeting of the Planning Board. h. Follow-up action on the minutes as approved by the Vice Chancellor shall be taken without waiting for the confirmation of the minutes at the next meeting of the Planning Board. It shall be the responsibility of the Registrar to take prompt follow-up action on the decisions taken, and to place an Action Taken Report at the next meeting of the Planning Board. i. Comments on the wording of the minutes, if any, received from the members shall be considered at the time of confirmation of the minutes at the next meeting of the Planning Board before the minutes are confirmed. However, such comments shall be entertained only from those members who were actually present at the meeting. j. The Registrar shall be the custodian of the minutes of the meetings of the Planning Board. The minutes (along with the Agenda Notes) shall be preserved permanently both in physical and electronic form. 12. Passing of Resolution-by-Circulation a. Without prejudice to the Vice Chancellor's powers under Section 12 (3) of the IMU Act, 2008, if the Vice Chancellor is of the opinion that an immediate decision is necessary in any matter, he may direct the Registrar to send the Agenda Note of the item-by-Circulation together with a draft resolution - by email - to all the members of the Planning Board giving them not less than three clear working days for their comments, if any. If no comments are received from a member within the time limit specified, it shall be presumed that he has no objection to the proposal. b. The date of the Resolution-by-Circulation shall be the last date given to the members for their comments on the Agenda Item-by-Circulation. c. A member may seek clarification or additional information from the Registrar with regard to the Agenda Item- by-Circulation. d. In cases where not less than six members make a request that the Agenda Item-by-Circulation is best discussed in a regular meeting of the Planning Board, the Vice Chancellor shall include the subject as an Agenda Item in the next regular meeting. In all other cases, the Resolution-by-Circulation is deemed to be approved. e. Ordinarily, only urgent and important agenda items shall be placed before the Planning Board by-Circulation. f. No resolution on an Agenda Item shall be passed by-Circulation after the notice convening a regular meeting of the Planning Board has been issued. g. Agenda Note of an item-by-Circulation shall not be sent to the members who have an interest in that particular matter and the same shall be recorded in the Agenda Note as well as the Resolution-by Circulation issued thereafter. h. The Resolution-by-Circulation shall be placed before the next Planning Board meeting for confirmation. 13. Sequence of Agenda Items a. The first Agenda Item of a regular meeting of the Planning Board shall be the confirmation of the minutes of the previous meeting. b. The second Agenda Item shall be the Action Taken Report on the minutes of the previous meeting. c. The next set of Agenda Items may be the confirmation of the various Resolutions-by-Circulation. d. The next set of Agenda Items may be reporting of the various decisions taken by the Vice Chancellor under Section 12(3) of the IMU Act, 2008. e. The next set of Agenda Items may be the reporting of the minutes of the immediate past meetings of the Executive Council, Academic Council and the Finance Committee. f. This will be followed by all other Agenda Items for information/decision. 14. Obligations of Members a. The Agenda Notes and minutes sent to the members of the Planning Board are confidential in nature and should not be divulged to outsiders. b. If any member has any interest in any Agenda Item under the consideration of the Planning Board, then he should suo motu recuse himself from the deliberations for the particular Agenda Item. c. If a member becomes disqualified to be a member of the Planning Board under the IMU Act, Statutes or Ordinances, then he should suo-motu inform this fact to the Registrar at the earliest." K. SARAVANAN, Registrar [ADVT.-III/4/Exty./880/2023-24] Uploaded by Dte. of Printing at Government of India Press, Ring Road, Mayapuri, New Delhi-110064 and Published by the Controller of Publications, Delhi-110054.